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Project Management

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Accessing Projects

1. Click Operations in the sidebar
2. Click Projects in the sub-menu
3. Or go directly to /projects

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What is a Project?

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When to Use Projects

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Creating a Project

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Basic Project Creation

1. Go to Operations > Projects
2. Click Create Project
3. Fill in the required fields:

4. Click Create

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From an Existing Job

1. Open the job detail
2. Click Actions > Create Project
3. Job becomes the first task in the new project
4. Add additional jobs as needed

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Project Status

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Updating Project Status

1. Open the project
2. Click the Status dropdown
3. Select the new status
4. Add an optional note
5. Click Update

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Adding Jobs to Projects

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Creating Jobs Within a Project

1. Open the project
2. Go to the Jobs tab
3. Click Add Job
4. Fill in job details
5. Job is automatically linked to project

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Linking Existing Jobs

1. Open the project
2. Go to the Jobs tab
3. Click Link Existing Job
4. Search and select jobs
5. Jobs are now part of the project

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Removing Jobs from Projects

1. Open the project
2. Find the job in the Jobs tab
3. Click the Unlink icon
4. Job remains but is no longer part of project

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Project Phases

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Creating Phases

1. Open the project
2. Go to the Phases tab
3. Click Add Phase
4. Enter phase name and details
5. Assign jobs to the phase

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Phase Example

Phase 1: Demolition
  - Job: Remove existing fixtures
  - Job: Clear space

Phase 2: Electrical
  - Job: First fix wiring
  - Job: Second fix outlets

Phase 3: Finishing
  - Job: Final inspection
  - Job: Customer walkthrough

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Project Templates

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Using a Template

1. Click Create Project
2. Select From Template
3. Choose a template
4. Customize details
5. Save the new project

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Creating a Template

1. Open an existing project
2. Click Actions > Save as Template
3. Name the template
4. Choose what to include:
   • Phase structure
   • Job templates
   • Checklists
   • Default assignments
5. Click Save

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Common Templates

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Tracking Progress

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Project Dashboard

• Overall completion percentage
• Jobs by status (draft, scheduled, completed)
• Time logged vs estimated
• Budget spent vs allocated
• Upcoming milestones

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Progress Indicators

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Milestones

1. Go to the Milestones tab
2. Click Add Milestone
3. Enter:
   • Name (e.g., “Phase 1 Complete”)
   • Target date
   • Linked jobs
4. Mark complete when achieved

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Project Financials

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Budget Tracking

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Generating Project Invoices

1. Open the project
2. Click Create Invoice
3. Select which jobs to include
4. Choose billing method:
   • Per job: Invoice each job separately
   • Project total: Single invoice for all work
   • Milestone: Invoice at milestone completion

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Team Management

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Assigning a Project Manager

1. Open project settings
2. Set Project Manager
3. Manager receives all project notifications
4. Manager can edit all project details

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Team Members

• Assigned technicians across all jobs
• Hours logged by person
• Job completion by team member

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Project Reports

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Available Reports

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Generating Reports

1. Open the project
2. Click Reports
3. Select report type
4. Choose date range
5. Export as PDF or CSV

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Best Practices

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Project Setup

• Set realistic target dates based on job estimates
• Break large projects into phases for easier tracking
• Assign a project manager for accountability
• Create templates for repeating project types

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During Execution

• Update job statuses promptly
• Log time against specific jobs, not the project
• Add notes when scope changes
• Review progress weekly

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For Managers

• Monitor budget vs actual regularly
• Address delayed jobs before they impact milestones
• Communicate timeline changes to customers
• Close projects promptly when complete

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Troubleshooting

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Can’t Add Jobs to Project

1. Verify you have edit permission on the project
2. Check the project isn’t completed or cancelled
3. Ensure the job isn’t already in another project
4. Some job types may be restricted

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Progress Not Updating

1. Ensure jobs are marked complete, not just closed
2. Check time entries are linked to project jobs
3. Refresh the project page
4. Verify budget is entered (for percentage calculations)

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Template Not Available

1. Check you have permission to use templates
2. Verify template is active (not archived)
3. Confirm template is for your organization
4. Contact admin if template is missing